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WOMEN LAWYERS ASSOCIATION OF MICHIGAN


www.womenlawyers.org

OPERATING PROCEDURES

Table of Contents

Section I4

Organizational Structure4

Summary4

Mailing Address/Telephone Number4

Regions:4

Board of Directors:4

Executive Committee:4

Committees:4

Section II5

Officer and Board Functions and Responsibilities5

Officer Position Descriptions5

Board Responsibilities:6

Section III8

Committees8

Standing Committees and Descriptions8

Ad Hoc Committees and Descriptions9

Section IV11

Board Governance11

Meetings11

Minutes11

Board Reports11

Conflicts of Interest12

Confidentiality12

Section VI14

POLICIES & PROCEDURES14

General Operations14

Leadership Identification & Development15

Nominations & Awards16

Regional Development17

Annual Meeting18

Membership22

Finance27

Technology & Communications33

By-Laws, Policies and Procedures34

Legal Affairs, Legislative & CREC35

Programming41

5-Year Plan42

Section VII43

Forms43

General Operations43

Leadership Identification & Development44

Nominations & Awards45

Regional Development51

Annual Meeting52

Membership53

Finance54

Technology & Communications55

By-Laws, Policies and Procedures60

Legal Affairs, Legislative & CREC61

5-Year Plan76

Last Staff Review:Last Board Review:

32 of 97version May 2017

Section IOrganizational Structure

Summary

Governance: WLAM is governed by the membership through an elected board of directors.

Administrative Manager and WLAM Office: The Administrative Manager is an individual assigned to WLAM from its management company. Responsibilities are outlined in the contract signed between WLAM and the management company. Additional specific activities are described throughout this Policy and Procedure Manual.

Mailing Address/Telephone Number

The mailing address will be that of the WLAM state office. A dedicated phone line will be maintained by the WLAM office. The membership will be notified of the mailing address and telephone number in all communications. The WLAM state office contact information is listed below:


120 N. Washington Sq.

Suite 110A

Lansing, MI 48933

Email: [email protected]

Website: www.womenlawyers.org

Regions: Members typically affiliate with the association through membership in local regions. Regions elect a board of directors and organize similarly to the State board to assure continuity and to maintain WLAMs non-profit status.

Board of Directors: The State board of directors is responsible for directing the activities and ongoing organization and development of WLAM. The board of directors consists of an executive committee and as many directors-at-large as there are Regional Representatives as set forth in Article VIII of the By-Laws.

Executive Committee: The executive committee consists of the officers of the organization: president, secretary, treasurer, president-elect, and past-president.

Committees: Standing and Ad Hoc committees are listed in Section III with their responsibilities and chair position description. All committees have at least one board member to act as a board liaison.

Section IIOfficer and Board Functions and ResponsibilitiesOfficer Position DescriptionsPresident

Reports to: The WLAM Board of Directors

Responsibilities:

1. Chair person of the Board

2. Member of the Executive Committee

3. Partners with and guides the Board in achieving the organizations mission

4. Provides leadership to the Board of Directors

5. Chairs meetings of the Board

6. Encourages the Boards role in strategic planning

7. Appoints the chairpersons of committees, in consultation with other Board members

8. Serves ex officio as a member of committees and attends their meetings when invited

9. Helps guide and mediate Board actions with respect to organizational priorities and governance concerns

10. The Presidents votes may serve to break any tie In the voting of the Board

11. Monitors financial planning and financial reports

12. Plays a leading role in fundraising activities

13. Formally evaluates the performance of the Administrative Manager and informally evaluates the effectiveness of the Board members

14. Evaluates annually the performance of the organization in achieving its mission

15. Performs other responsibilities assigned by the Board

President-Elect

Reports to:President

Responsibilities:

1. Member of the Board


3. Performs Chair responsibilities when the President is not available

4. Works closely with the Chair and other staff

5. Participates closely with the President to develop and implement officer transition plans

6. Performs other responsibilities as assigned by the President and Board

7. Chairs the Annual Meeting Committee

Past-President

Reports to:President

Responsibilities:



3. Chairs the Nominating Committee

4. Assists the President as required.

Vice President

Reports to: President

Responsibilities:



3. In the event of the President Elects inability to perform the duties of office, the duties shall devolve upon the Vice President.

4. Chairs the Membership Committee

5. Performs other responsibilities as assigned by the Board Chair and Board.

Secretary


Responsibilities:



3. Maintains records of the board and ensures effective management of organizations records

4. Takes and distributes minutes of board meetings

5. Chairs the Communication Committee

6. Is sufficiently familiar with legal documents (articles, by-laws, IRS letters, etc.) to note applicability during meetings

Treasurer


Responsibilities:



3. Manages finances of the organization

4. Provides annual budget to the board for members approval

5. Maintains financial policies and procedures

6. Chairs the Finance Committee

Director-at-Large


Acts as a voting member of the board with full authority and responsibility to develop policies, procedures and regulations for the operation of WLAM and to monitor the associations financial health, programs and overall performance.

Regional Representatives

Reports to: Regional Presidents

1. Each region shall elect one member to serve as a state Regional Representative from its active regional leadership to serve for a term of two (2) years on the State Board.

2. Regional Representatives shall have the same purpose and responsibilities as articulated for Directors at Large.

3. Regional Representatives are required to attend State Board meetings, provide written reports of their regions activities and events, and serve as a voice on the State Board for the region from which they are nominated and act as a liaison between the state and regional organizations.

4. Regional Representatives should attend their regional events and regional board meetings as required by their respective regions.

Board Responsibilities:

1. Establish policy

2. Hire and evaluate the management company and Administrative Manager

3. Secure funding through collection of membership dues and other income

4. Monitor finances

5. Create and update a long-range plan for the association

6. Support the associations board officers and periodically review their performances

7. Adopt key operating policies and procedures; approve contracts as appropriate

Individual board members duties:

1. Regularly attend board meetings and activities, including special events and board retreats

2. Become knowledgeable about the association

3. Be prepared and well-informed about issues affecting the association

4. Contribute to meetings

5. Consider others points of view, make constructive suggestions and help the board make decisions that are in the best interests of the association and its members.

6. Serve on at least one committee; make a commitment to participate actively in committee work

7. Represent the association to members, the public and other organizations.

8. Support the association through membership and recruitment efforts.

9. Assume board leadership roles when asked.

10. Keep the executive committee informed about any concerns of the membership

11. Participate in fund raising for the organization

Section IIICommitteesStanding Committees and Descriptions

Executive Committee

Chair: President

This committee is made up of the Executive Officers of WLAM. The Executive Committee oversees operations of WLAM and acts on behalf of the Board for activities that occur between meetings as set forth in the WLAM By-Laws and this Operating Procedure. This committee is responsible for implementation of the 5-Year Plan. This committee sets the agenda for WLAM Board meetings.

Leadership Identification & Development/Nominations & Awards Committee

Chair: Past-President

This committee works with state and regional leadership to identify and develop interested members for leadership positions within the Association. This committee handles the annual nomination of state officers and submits a proposed slate to the Board of Directors for approval. This committee also evaluates members and/or regions nominated for Association awards. To become a member of this committee, you must be appointed by your Region or State President.

Regional Development

Chair: President

This committee works with interested members to establish new regions in the underrepresented areas of the State of Michigan. This committee also works with existing regions to establish mentoring opportunities.

Annual Meeting Program

Chair: President Elect

This committee plans and manages the annual statewide meeting (including the content of the meeting program, obtaining sponsors and speakers, securing a location, promoting the meeting in the media, onsite facilitation at the meeting, and subsequent evaluation follow-up).

Membership

Chair: Vice-President

This committee works together to encourage new membership and helps WLAM retain current members. Establishes and maintains the Member Services Program (MSP). The MSP maintains and evaluates existing membership services, and creates programs to promote membership retention and growth. Further, the MSP evaluates future potential member services and submits recommendations to the Board for implementation.

Finance

Chair: Treasurer

The chair of the Finance Committee submits the annual budget for adoption. This committee works together with the Director to maintain Association finances (including preparation of monthly financial statements, consolidated quarterly reports, and the Associations annual tax return). This committee also ensures accuracy and compliance with the Associations financial policies and procedures. This committee generally consists of the State Treasurer and the treasurers of each active region.

Technology & Communications

Chair: Secretary

The chair of this committee oversees the maintenance of the Associations website and other media sources (e.g., Facebook, Twitter, LinkedIn, listserv, etc.), the distribution of the Associations quarterly electronic newsletter (e-Focus), and the distribution of referral emails to members. This committee works to ensure that the Associations media sources are current and up to date with accurate leadership contact information, past event content displayed, and timely information is provided regarding upcoming events.

Bylaws, Policies & Procedures Committee

Chair: Any Board Member

This committee reviews the Associations bylaws, policies and procedures and makes recommendations for appropriate changes to the Board of Directors and the membership.

Legal Affairs, Legislative & CREC


This committee performs the following activities:

Legal Affairs/Amicus - Identifies cases in which the Association can participate as amicus curiae, brings such cases to the Board of the Association for consideration, and, when necessary, coordinates such participation. This committee also addresses any other response to existing law.

Legislative - Reviews and recommends support or opposition to legislation of interest to the membership.

CREC (Candidate Rating & Endorsement Committee) - Reviews, rates or endorses, and makes recommendations to the Board of Directors regarding candidates and/or potential appointees for judicial, quasi-judicial, and in some cases non-partisan appointive positions.

Program Committee (includes Career Development, Networking and Charitable Action)


This committee works at the state and regional level to perform the following activities:

Career Development - Develops and establishes workshops and seminars that educate members regarding developing laws, technology and provides tools for career development.

Networking - Develops and establishes networking activities at the regional and state level for Association members. This committee also coordinates networking activities with other organizations/associations.

Charitable - Develops and establishes charitable activities at the regional and state level for Association members. This committee also coordinates charitable activities with other organizations/associations.

Ad Hoc Committees and Descriptions

Gender Equity Committee


This committee develops programs and services to: (1) assist members in dealing with gender bias; (2) raise awareness among the bench, bar, law schools, law enforcement, state government and/or general public of the continuing problem of gender bias; and (3) attempt to reduce the frequency and severity of the incidents and effects of gender bias on individual lawyers and members of society.

5-Year Plan Committee


This committee reviews the goals of the current year of the 5-year Plan and works with various committees and Association leaders to ensure annual goals are met. If necessary, this committee makes recommendations related to prioritization, implementation and/or timing of various 5-year Plan activities.

Association Website/Member Directory Committee


This committee consists of Executive Board members that will develop, propose and implement a Membership Directory on the Associations website.

Domestic Violence Committee


This committee will work with the State Bar of Michigan as part of a taskforce to establish a domestic violence assistance program.

Section IV

Board Governance Meetings

The rules contained in the current edition of Roberts Rules of Order shall govern the business meeting in all cases to which they are applicable and not inconsistent with the bylaws of WLAM and these standing rules.

A quorum, as set forth in the WLAM By-Laws, is required to conduct a Board meeting.

Voting majorities is as set forth in the WLAM By-Laws.

Board Meetings by teleconference may be conducted at the Presidents direction.

MinutesTiming

The Secretary will consolidate the written notes into concise minutes in the accepted format and send them to the Administrative Manager at least two weeks before the next board meeting.

The Administrative Manager will distribute the typed minutes to all current and incoming board members, and committee chairs for review within two days prior to the next board meeting.

Board members will send corrections to the Secretary at least 24 hours prior to the Board Meeting.

The Administrative Manager will distribute corrected minutes to board members, committee chairs, vice-chairs and editors.

The Secretary will ensure that the Administrative Manager maintains an accepted final copy of the minutes.

Items included in minutes

Minutes are an official record of the association and may be used as evidence of the proceedings.

Any content that a board member asks to have reflected in the minutes at the time of the discussion.

Introductory information should include day, date, time, location, attendance and type of meeting. Also list the presiding officer, the presence of a quorum, and the recorder of the minutes. Also include adjournment time.

The minutes should detail action taken regarding previous minutes and a summary statement about each report.

All motions should be clearly noted in the minutes. Ask that the board members use the form for submitting motions as this will assure accuracy of recording. Identify the course of action taken regarding all motions if they were approved or defeated. Discussion regarding these actions should not be included.

Any points of order should be noted.

Dissenting votes or abstentions are recorded only if requested by the dissenter.

Board Reports

The Administrative Manager will notify board members and committee chairs of deadlines for board reports. Board reports are due 2 days before each board meeting.

The Administrative Manager will complete her report two days before each board meeting.

The Administrative Manager will distribute agenda as prepared by the President for the board meeting. Board members should read the agenda and mark any items of concern or questions regarding any reports.

The Board agenda will contain a consent agenda that includes a list of routine, uncontroversial items that are approved with one motion, no discussion, and one vote.

The Agenda and Board Reports will be distributed to the full board at least one day before the next scheduled board meeting.

Conflicts of Interest

A conflict of interest may exist when the interests or potential interests of any director, officer, or staff member, or that persons close relative, or any individual, group, or organization to which the person associated with WLAM has allegiance, may be seen as competing with the interests of WLAM, or may impair such persons independence or loyalty to WLAM. A conflict of interest is defined as an interest that might affect, or might reasonably appear to affect, the judgment or conduct of any director, officer, or staff member in a manner that is adverse to the interests of WLAM.

Board Directors will avoid conflicts of interest between their position as a board member, and their professional and personal lives.

Directors, officers, and staff shall not use information received from participation in WLAM affairs, whether expressly denominated as confidential or not, for personal gain or to the detriment of WLAM.

If such a conflict does arise, the Board member will declare that conflict before the Board and refrain from voting on matters in which she has a conflict.

The minutes of the meeting of the board or its committee shall reflect that the conflict of interest was disclosed, that the interested person was not present during discussion or decision on the matter, and did not vote.

Board Directors will complete and return to the Administrative Manager a Conflict of Interest Form yearly following the Annual Meeting.

The Executive Committee will review any failures by a Director to report a conflict or return her Conflict of Interest form and may recommend the Director be (i) excused from the Board, (ii) asked to recuse herself from voting matters by the Board, or (iii) asked to take any such other action as may be determined to be reasonable and appropriate in the circumstances. A majority of a quorum of the remaining Board Directors must vote to approve any action taken against a Director.

Confidentiality

No board member of WLAM shall knowingly disclose confidential information gained by reason of information shared at a board meeting. This includes details about:

Property

Operations

Personnel

Policies

Affairs of the association

Membership or recruitment strategies

Board Directors shall not use information to advance any personal interest, financial or otherwise.

No Board Director shall accept employment or engage in any business or professional activity that might be expected to induce her or him to disclose confidential information acquired by serving on the WLAM Board. The Executive Committee will review any breaches of a Directors duties of confidentiality and may recommend the Director be (i) excused from the Board, (ii) asked to recuse herself from voting matters by the Board, or (iii) asked to take any such other action as may be determined to be reasonable and appropriate in the circumstances. A majority of a quorum of the remaining Board Directors must vote to approve any action taken against a Director.

Section VIPOLICIES & PROCEDURESGeneral Operations

Leadership Identification & Development

Required Verification of Board Nominees

Before nominating a candidate, all regional and state nominating committees are required to verify that the nominee is an active and current dues paying member of WLAM. Only current dues paying WLAM members may run for office.

Nominations & Awards

Awards

WLAM seeks nominations yearly for the Jean King Leadership Award, the Mary S. Coleman Award, and the Regional Leadership Award. The awardsaregiven at the Annual Meetingto lawyers or judges for her/his outstanding leadership in the advancement of women.

Nomination forms for each award should be provided on the Women Lawyers website for members to download in early January of each year. Award Nomination Forms are provided in the Forms section of this Operating Procedure.

1) WLAM Membership is not required for Nominees for the Jean King Leadership Award or the Mary S. Coleman Award;

2) The nominee must be available to attend our Annual Meeting;

3) The form must be completed and applications received no later than mid-February.

4)All nominations will be submitted to the Nominations Committee for evaluation. The Nominations Committee will select recipients for submission to the WLAM Board for approval at the March meeting.

Regional Development

Annual Meeting

The Annual Meeting Committee reports to the Board of Directors via the Chair. The committee is Chaired by the WLAM President-Elect, and members include the President (the previous Chair of the Annual Meeting Committee), the Vice President (the Chair-Elect) and a board liaison (non-voting).Comment by Tricia: ???

Committee Responsibilities:

1. Meets as a committee for meeting planning no earlier than one year in advance and regularly thereafter as necessary.

2. Develops theme and overall meeting program.

3. Recommends, recruits and selects keynote and general session speakers, with assistance from WLAM staff. Selection is based upon speakers focus (program committee decision) and the budget. If financial support is needed, work with program committee and WLAM staff to find sponsorship for speaker, if possible.

4. Identifies for WLAM staff (and, if comfortable doing so, solicits) potential funding sources to support m meeting activities, review and approve all publicity for annual meeting, meeting brochure, and program book.Comment by Tricia: Is this accurate? It seems to me the Chair is responsible for identifying and soliciting funds

5. Recruits and serves as session moderators.

6. Summarizes statistics of conference and sends report of highlights of annual meeting to the Administrative Manager for inclusion in Annual Report.

Chair Responsibilities:

1. Recruit additional committee members and volunteers as needed.

2. With Administrative Manager, draft timeline for the planning year.

3. Adhere to deadlines.

4. Set agenda and chair all meetings.

5. Review past meeting topics and evaluations.

6. Make final decisions regarding selection of program.

7. Actively identify for WLAM staff (and, if comfortable doing so, solicits) potential funding sources to support meeting activities.Comment by Tricia: Same comment

8. Follow-up with committee members to ensure that deadlines are met.

9. Approve the meeting brochure and program book.

10. Remain available to WLAM staff via phone and e-mail for timely consultation and decision making.

11. Serve as moderator if necessary at the meeting.

Chair-Elect Responsibilities:

1. Assists Annual Meeting Committee chair in carrying out duties of committee job description.

2. Shares a suite with chair and past-chair at annual conference in order to guide, direct,

3. and mentor program committee leadership for future conference activities.

4. Attends Annual Meeting Committee meetings in year prior to tenure as annual meeting chair.

5. Provides Annual Meeting chair with all communication regarding activity as chair-elect.

6. Assumes responsibility for all chair responsibilities if chair is unable to fulfill commitment.

Past-Chair Responsibilities:

1. Assists/mentors Annual Meeting Committee chair in carrying out duties of committee job description.

2. Assists Annual Meeting Committee chair with on-site problem solving.

3. Shares a suite with chair and chair-elect at the annual meeting in order to guide, direct, and mentor program committee leadership for future conference activities.

4. Carries out all regular responsibilities of committee member.

Committee Member Responsibilities:

1. Attend all meetings and participate in all conference calls and e-mail discussions.

2. Review past meeting topics and evaluations.

3. Provide expertise on content and speakers.

4. Participate in recommending, contacting and recruiting speakers within budget guidelines.

5. Encourage colleagues to attend meeting.

6. Serve as moderators at meeting.

Administrative Manager? Responsibilities:Comment by Tricia: Is this the work of Theresa? If not, it needs to be revised

1. Delineate the conference timeline: abstract and paper proposal applications and deadlines; concurrent and pre-conference session applications and deadlines.

2. Prepare and distribute meeting minutes in a timely manner.

3. Ensure ongoing communication with program chair regarding abstract submissions, budget, speaker contacts, committee member follow through, etc.

4. Conduct all written correspondence with committee members, speakers and sponsors.

5. Transmit paper and poster submissions to designated reviewers.

6. Finalize financial negotiations with invited speakers, based on introduction from committee members and within P&P speaker guidelines and budget.

Meetings

1. The annual meeting will be held each year in April.

2. The proposed conference program for the upcoming year with suggested speakers is submitted and reviewed by the WLAM President.

3. Notice of the date and place of each years conference shall be sent to the membership at least six months in advance. This may be done through emails and WLAMs web site.Comment by Tricia: Need exemplar.

Budget Comment by Tricia: Need budget exemplar.

Budgeted items on conference program will be kept with the same amount regardless of whether WLAM pays or a sponsor pays. If a sponsor pays, the budgeted amount will be kept in the WLAM general fund.Comment by Tricia: ???

Tuition for WLAM Conferences

1. Tuition will be charged for all WLAM conferences unless restricted by the co-sponsoring organization or host institution.

2. Tuition for WLAM conferences will reflect a differential for WLAM members.Comment by Tricia: For what reasons? What categories?

3. There will be a reduced registration fee for students.

4. There will be no discounts for multiple registrants from the same institution.

5. All registration fees must be paid in advance or at the door.

6. Persons who wish to cancel their registration must do so by the date specified in the program brochure in order to receive a refund minus the processing fee.

7. Fees for participation in exhibits will be publicized in the call for exhibits.

8. The WLAM President will extend a formal invitation to the State Bar President when the conference brochure is available.Comment by Tricia: If this is done, need example invitation letter

Complimentary Rooms for Annual Meeting

The number of complimentary suites/rooms is negotiated with the host hotel by the WLAM office. The priority list established is to be utilized for the number of available rooms negotiated with extra complimentary rooms (if available) to be used by the Administrative Manager and her staff. If complimentary rooms are not available or in a number sufficient, the Chair should review the number of rooms needed and determine whether there is enough in budget for the Committee to fund.Comment by Tricia: Theresa? If yes, then should be Administrative Manager; if no, please reviseComment by Tricia: I added this; please review/comment

1. President Suite

2. Chair with Past-Chair

and Chair-ElectLarge suite (3 person)

3. Out-of-Town Invited Speakers

according to nights needed Regular room

Annual Meeting Site Selection Criteria

The following are general guidelines for the city chosen to be the site of the WLAM Annual

Conference:

1. Cost of rooms (double occupancy). In mid-range ($xxx-$xxx suggested guideline).

2. Facilities adequate for conference needs.

3. Ease and cost of ground transportation in area.

4. Rotation of east, west, and central sites.

5. Presence of WLAM membership, or active lawyers in general area.

6. Other factors:

a) activities in area;

b) shopping in area;

c) nearby attractions;

d) resort vs. large city.

7. The city must be approved by the board of directors.

Speaker Funding Guidelines

The Board will designate an amount in the annual budget based on recommendations from the

Treasurer and Staff.

The Board encourages all speakers to share sponsorship opportunities/contacts with WLAM to help defray the cost to WLAM, if possible, to promote the financial security of the organization.

The budget will be based on the following assumptions:

Invited speakers (e.g., keynotes and general session) are usually not members. Non-members minimally expect all of their expenses to be covered, along with some honorarium. Generally the Thursday and Friday invited speakers do not stay over Saturday night, and thus their airfare is considerably higher than normal.Comment by Tricia: ??

The general session speakers are a major draw for attendees.

Concurrent session speakers, whether member or non-member, should not receive honoraria or expense, as the call for abstracts is voluntary and clearly states that concurrent speakers are not supported.Comment by Tricia: ???

Invited concurrent session speakers for whom WLAM receives sponsorship should receive a negotiated reimbursement amount not to exceed the amount of sponsorship.

Pre-conference workshop speakers should receive a modest honoraria (to be split among that sessions speakers) because these sessions are longer and are attractive extra-fee events.Comment by Tricia: ??

The staff Director of Education will negotiate the honoraria and allowable expenses for all invited speakers at WLAM conferences. Consideration will be given to:Comment by Tricia: The Chair?

Whether speaker is a member or non-member.

Whether speaker will attend conference for just the day of their presentation, or would wish to attend the entire conference.

Distance traveled and time of presentation (e.g., is a Saturday night stay-over necessary or

available?)

Whether sponsorship for the session is available or potentially available.

Available budget.

In all cases, speakers receiving reimbursement for air fare will receive Coach fair only per their contract.

In all cases where speakers receive a complimentary conference registration, extra fee events (i.e. Preconference workshops, tours) are excluded.

The following speakers are not eligible for honoraria, expense reimbursement, or complimentary registration. All must register for at least the day of their presentation.

Concurrent session presenters.

Poster presenters

Roundtable moderators

Town Hall discussion leaders

Each pre-conference workshop shall have a speaker honorarium budgeted, to be split equally among the sessions presenters. No expenses or complimentary registration will be reimbursed for these sessions.

Honoraria and expenses for sponsored meal symposia speakers is negotiated separately by the Director of Education and the sponsor. In all cases, the negotiated fees will be fully covered by the sponsor.Comment by Tricia: Chair?

Membership

VOTING MEMBERSHIP

Voting membership benefits include receiving the newsletter and journal, reduced rates on publications, and annual conference programs. Voting membership privileges include right to attend general membership meetings; right to vote on issues concerning the organization; right to vote for board of directors; right to hold office, chair committees, and participate in special projects; and have voice in ongoing development of WLAM.

All Active WLAM members will be allowed to vote. Voting membership categories are set forth in the WLAM Bylaws.

NON-VOTING MEMBERSHIP

Non-voting membership benefits include receiving the newsletter and journal, reduced rates on publications, and national conference programs, can attend the annual general membership meeting and can serve on committees/project teams (not as chair or vice chair).

Non-voting membership categories are set forth in the WLAM Bylaws.

Membership Processing/Dues

All members shall pay annual dues on the anniversary date of membership in the organization. In the event any member shall become delinquent in the payment of dues for thirty (30) days, such member shall be notified of the delinquency. If such a delinquency continues for a period of thirty (30) days after such notice, such delinquent member shall automatically be declared in default and be suspended from this organization until such time as the dues are paid. Said member shall not receive any benefits of the organization during this suspension.Comment by Tricia Dennis: Has this changed?

The WLAM staff administrator will verify the mailing of renewal notices by the WLAM office and report to the board liaison.

Membership application and renewal forms will:

State that membership is renewable on their anniversary date of membership.

State the amount of dues payable in U.S. currency.

Include a section on demographic information.

New and renewal members will be received and processed by the WLAM office. The WLAM office is responsible for sending materials to new members. Upon receipt of a new membership application/renewal and dues payment, the applicant will become/remain an active member of WLAM.

Renewals will receive

Thank you for renewing letter from president

Region contact information sheet

Member benefits highlight sheet

WLAM brochure

Committee and Volunteer information

New members will receive a confirmation of membership which includes:

Welcome letter from president

ii) Region Presidents Listing

iii) Current Newsletter

iv) Membership Pin

v) WLAM Publication List

vi) Willingness to Serve Form

vii) Meeting information (if available)

The WLAM office will include new and renewal members as well as sustaining members on the membership list.

Membership Recruitment

To establish policy and procedure for contacting new members at the State and Regional levels to promote synergy between the two levels and properly welcome new members.

POLICY

1. State Level Initial Membership Outreach. Upon receiving a new membership application, the State shall send out a New Membership Packet welcoming the new member to the organization within one week of receiving the application. The packet shall contain both State and Local Officer contact information. Further, the State organization shall inform the Regional organization of the new member in accordance with the Distribution of Membership List policy.

2. Regional Level Initial Membership Outreach. Within one week of receiving information regarding new members, the Region shall initiate personal contact with the new member. It is preferred that initial contact will be telephonic; however contact may be made via the e-mail. The initial contact will include a personal invitation to the next regional event.

3. Records. Both the State and Regional Levels will maintain records of initial membership contact. Both the State and the Region shall have the right to review the others initial membership contact records within 2 weeks of making such a request.

Privacy and Member Records

WLAM chooses to guard information about members and works to safeguard such information. WLAM assures member privacy while continuing to provide quality benefits and services to our members is our goal. This privacy policy, approved by the WLAM board, depicts the Associations efforts to meet this goal. Included in this is the following:

Information we collect:

Ways we share information with others

How we safeguard the confidentiality and security of information

Steps you may take to limit our sharing of information with outside sources.

Information collected by WLAM

To serve our members and manage our association, it is important that we collect and maintain some public information about our members. While we have no reason to maintain as much information as the licensing entity, the State Bar of Michigan, we do collect information from the Dues Statements and other forms members submit to us. We may obtain information such as, name, address, email address, fax, county of practice, practice category, and interest in WLAM committees.

Explanation of Database Records

WLAM maintains a database of our members with some of the information mentioned in paragraph (a) above. This information is kept to communicate with members and to provide a referral base for outside individuals seeking services of an attorney.

We also publish a Directory of Members and will list members name, address, phone, fax and email for the ease of WLAM members communicating with each other.

How Information is Shared with Others

We limit the sharing of information with others. We do share public information about our members with the legal community and much information received for services and resources is provided directly to our members from WLAM. An example of this is our newsletter or information about the Annual Meeting. We also may send information to member from one of our special partners offering benefits as part of our membership. We review that information in advance of granting approval and do not send materials to any member who has requested to opt out of our mailings.

We may share members address of record with other organizations and companies under strictly defined conditions, to provide access to professional and other services. We require these companies and organizations to adhere with our privacy standards and to use this information only for the limited purpose for which it was shared. We do not allow them to disclose the information to others.

How we protect the confidentiality, security, and integrity of the information

WLAM maintains physical, electronic, and procedural safeguards to the database of information collected about our members. Access to this information is restricted to individuals who need it to serve or provide products and services to WLAM members.

Where third parties provide support services, we require them to conform to our privacy standards.

It is important that the information we maintain about member is accurate and complete. If you see inaccurate information, please call our Executive Director at our office or email your correct information to [email protected]. You can also visit our website to contact us with information.

Opting out of information

If members prefer that WLAM not share specific information with other individuals or groups, or those groups who are partners, an Opt out procedure can be enacted. If the Opt Out procedure is in effect, offers for products and services that could help member in business or personal pursuits will not be shared. Members any notify WLAM at any time by writing to enact the Opt Out procedure. The Member Opt Out Form is can be obtained on our website or from our Executive Director. These requests will remain in effect until we are notified to the contrary.

MEMBER RECORD POLICY

The WLAM membership list is available to users in accordance with the following policy:

1. All WLAM members have the opportunity to remove their names from the mailing list if so chosen.

2. WLAMs grant of permission to use a WLAM list is conditioned upon terms contained in this policy regarding limitation of advertising practice types of use or users, and types of products and services.

3. A WLAM list may not be used in connection with any communication that in the opinion of WLAM, would tend to mislead, misinform, or deceive which is distasteful in content or presentation.

4. WLAM lists are not used in connection with any external fund raising or for lobbying for or against legislation, with the exception of permitting internal use by WLAM members.

5. In advance of any use of any WLAM list, the potential user must furnish WLAM with a copy or sample of all literature, advertising material, or matter to be mailed. WLAM, in its discretion, may decline to approve matter for mailing, in whole or in part. Notwithstanding any WLAM approval, the user will hold WLAM harmless against any damages or of damage, costs and reasonable attorney fees, arising out of any actual alleged impropriety or illegality of mailed matter, or infringement or trademark, trade name, or copyright belonging to others.

6. WLAM lists are available to external users only for communication by postal mail, which Is germane to the professional interests of WLAM members.

7. WLAM lists may be used only for non-electronic mailing purposes and not be used for telemarketing.

8. WLAM mailing lists will be updated regularly to assure accuracy.

9. WLAM professional staff will evaluate each mailing request to deter whether that request will be approved.

10. A user is authorized to use a WLAM postal mailing list for one time only request. Lists may not be copied, in whole or in part, or extract or retained information from the list by any method. A user may not permit any list information to pass into the hands of any other person, association, organization, or company.

11. A user must comply with all terms of this policy and any prohibited user that a users constitutes is a material breach of the agreement with the user.

ALL WLAM USERS AGREE TO THE FOLLOWING:

1. It is expressly understood and agreed that WLAMs rights, including limited to common law and statutory rights of literary property and copyright in the WLAM list and the data contained in the list, are not assigned or released as a result of this agreement, but are reserved and retained by WLAM, subject to the limited use permitted under this Agreement.

2. WLAM charges for the use of its lists to not include sales, use excise, or similar taxes. Consequently, in addition to the standard charge, a user will pay all present and future taxes, or, will provide WLAM with a tax exemption certificate acceptable to the taxing authorities.

3. For any material breach of a membership list agreement, the user will be liable to WLAM for all damages, plus reasonable attorney fees, court costs, and expenses, including expenses incurred in investigation, and loss of income.

4. A membership list agreement shall be construed and interpreted in accordance with the law of the State of Michigan.

CATEGORIES OF MEMBER RECORD LIST USERS

Legal Service Providers

Affiliated Partners

Non-Affiliated Mailings

The sale of mailing labels for commercial purposes is subject to the privacy statement, and all sales of mailing labels in this category must be approved by the Executive Director. Mailing labels and lists will be provided at commercial rates.

FinanceAnnual Budget Preparation

The Board of Directors approves WLAMs annual budget at the annual meeting for the upcoming one calendar year. Every effort should be made to implement a break-even or positive balanced budget, with a percentage of revenue (as set by the Board) placed in reserves.

Procedure:

1. A lump sum amount of $1500.00 will be budgeted annually, for use by the Committees in furtherance of projects either specifically requested from the Board, or otherwise in furtherance of WLAMs mission and goals. (See Special Funding for Regions Policy).

2. In October, the Administrative Manager will prepare a draft budget based on current year expenditures, plus any known revenues or expenses forecasted in the coming year. The Treasurer and Administrative Manager reviews the initial draft.

3. After review of the initial draft by the Treasurer and Administrative Manager, any changes are made and a second draft is sent to the President for review.

4. After any changes are made to the second draft, the budget is sent to the Board for review, in preparation for voting on the acceptance of the budget at the November board meeting.

5. If approval of the budget cannot be obtained during the November board meeting, a vote will be taken either by email or by conference call.

6. Regions will be responsible for preparing and maintaining their own budgets.

Request for Funding

Each standing committee must submit a written funding request for designation of project funds to the budget no later than the November Board meeting. The funding request is reviewed by the Treasurer and if approved, funding will be included in the annual budget submitted to the Board for approval.

Procedure:

1. Each Committee Chair must identify project funding requirements. Written justification is submitted to the Treasurer for approval (See below in Forms). Justification should include at a minimum:

a. Amount of funding requested, with a breakdown by line item the dollars needed;

b. Identification of the goal the project supports; and

c. An estimated timeline for project completion.

2. The Treasurer reviews the funding request and determines whether to include it in the annual budget.

Extended Funding

From time to time a committee chair will have need to request additional funding beyond the budgeted amount. Certain controls over spending are required to ensure such requests to not overcome the annual Budget process. The procedure to request and for approval of extended funding is as follows:

1. Committee chairs who anticipate exceeding the approved budget limit for their committee will submit a written request form to the Treasurer prior to commencing any committee activity that is known will exceed the committees allocated funds. (See Extended Funding Request Form).

2.The Treasurer will consult with the Executive Committee and the Administrative Manager to determine the feasibility of the request. Any decision will be based on current budgetary limitations and the priority of WLAM Board goals. The Executive Committee will make a decision on the requested funds and the Treasurer will notify the committee chair of the decision within 30 days of the date of request. Extensions may be allowed if additional information such as vendor quotes is required in order to determine approval.

Investment Policy

The operating and reserve funds of WLAM shall be invested with the goals of:

1. Insuring the safety of investment principle;

2. Ensuring adequate liquidity for operations within the current year Budget and forecasts relating to the 5-Year Plan; and

3. Maximizing the total return within the guidelines of a and b.

Investments shall be made based on the following classifications:

1. Operating account(s): short-term investments of funds used to fund annual operations.

a. Eligible Investments: 0 12 months

b. Interest bearing bank accounts

c. Money market funds

d. Certificates of deposit (6 12 months)

e. US Treasury Bills & Notes (6 12 months)

2. Intermediate account(s): Intermediate-term investments of funds directly or through mutual funds used to fund board designated or undesignated projects.

a. Eligible Investments: 3 months 3 years

b. US Agency Securities

c. Intermediate Bonds

d. US Treasury Note Bonds

3. Long-term account(s): Long-term investments of funds held in reserve to insure flexibility and long-term viability.

a. Eligible Investments: 3 years or more

b. Mutual funds (bonds and balanced bond/equity)

Prior to the end of each fiscal year, the Treasurer will make a recommendation to the Board the amount of funds and where they are to be invested in each classification for the next year. Upon Board approval, the appropriate investments will be made by the Treasurer with the assistance of the Administrative Manager. At each Board meeting, the Treasurer will provide a status report on any and all investments to the Board.

Reimbursement Policy, President Leadership Training

Each year, the President or President-Elect will be provided funding to attend leadership training sponsored by the State Bar of Michigan or the American Bar Association. Both seminar fees and actual travel and lodging expenses will be reimbursable. This is a budgeted item.

Reimbursement Procedure

1. Expense forms must be submitted to the Administrative Manager for reimbursement.

Note: Expenses incurred that are not covered by the reimbursement policy may be tax deductible as charitable contributions when tax returns are itemized; WLAM qualifies as a 501(c). The Accounting firm hired by WLAM should be consulted for non-reimbursable expenses.

2. Explanation of Reimbursement

a. Transportation - Coach airfare, auto travel at current federal allowances per mile, taxi/shuttle fare. Original receipts are requested.

b. Hotel - Room sharing is optional but not required.

c. Food - Not to exceed $35 per diem.

Donations/Contribution/Flowers for Death of WLAM Members, Employees, and Immediate Family

WLAM may expend, upon Board approval, up to $100 per individual contribution for flowers or donations to members or their families in case of illness or death or to make a contribution honoring the individual on behalf of WLAM.

In the event an active or formerly active member of a state or regional board passes away, a contribution not in excess of $100 may be made by WLAM honoring them to a charity designated by the Executive Committee.

The Administrative Manager will arrange all floral or monetary contributions upon direction from the Executive Committee.

Regions Dues

WLAM receives the dues for members of the organization and shares 25% of the amount with the region for which the member has marked as Voting Region on the application or dues statement. If a member chooses a second or third region at $25 each, WLAM forwards the entire $25 to the region(s) marked by the member. Regions then use the money they receive for member programs and, at times, community education. Any funding sitting in an account for longer than two years will revert to WLAM.

WLAM receives dues for all WLAM members. Members mark on their dues application which Region she is affiliated with and the State shares 25% of the dues amount with the selected Region. If a member pays additional dues to choose a second or third region, WLAM forwards the entire additional fee to the additionally selected Region(s).Comment by Hillary Walilko: Redundant to paragraph above

Regions then use the money they receive for member programs and, at times, community education.

Any funding sitting in an account for longer than two years will revert to the state. Some regions in the state have been in existence for a long time. Other regions can be formed at any time. Below are two charts. One is a chart that explains Region Formation and what is needed to keep receiving the funding of its members. The other is how a region can broaden its reach and guidelines in doing so.

Regional Funding

1. Regions are responsible for their own financial obligations and commitments.

2. Regions may not enter into any financial obligations beyond a one-year term.

3. WLAM regions should use cash basis of accounting. (See operating guidelines in local regional manual). All revenue will be recorded when received, and all expenses will be recorded when paid.

a. Each region will maintain a checking account in its own name.

b. Each region must add the WLAM Executive Director as a signatory on the regions checking account.

c. All revenues must be immediately deposited in regionss bank account.

d. Regions must submit financial reports as set forth in the financial policies of WLAM.

e. In order to maintain tax exempt status, all revenues and expenses must relate directly to purposes of WLAM. Acceptable sources of revenue include:

i. dues and grants;

ii. donations or registration fees for educational programs;

iii. exhibit fees;

iv. interest earned on temporary investments; and

v. monies from selling merchandise.

f. Federal Employer Identification Number (EIN) number: All state and regional bank accounts, including but not limited to savings accounts, checking accounts, and certificates of deposit, are to be registered under the WLAM EIN number. WLAM business accounts may not be registered under the social security number of a member.

Penalty for Non-Compliance with State Board Financial Reporting Requirements

The penalty for a region that fails to comply with State Board Financial reporting requirements will be suspension of receipt from State Board of finances to which the Region is entitled and has yet to receive, including but not limited to special funding. Any region that fails to file the required financial reports within the fiscal year that they are due will forfeit all funds due to them.

Region Hardship Grant

From time to time, the State Board may seek to provide struggling local regions with financial assistance to increase their local regions activity and members enthusiasm.

In order to fund such grants, the Treasurer must allot in the Annual Budget $600 for three region hardship grants.

Procedure to apply for a Hardship Grant:

1. Regions that are in need of financial assistance may apply for a hardship grant using the provided in the Forms section of this Operating Procedure.

2. Applications must be submitted to the Chair of the Regional Development Committee by May 1 of each year.

3. The Regional Development Committee will use the following criteria when reviewing applications:

a. Whether the region has received a hardship grant in the past three (3) years;

b. The number of years the region has been active;

c. The percent of local WLAM members that are state WLAM membersComment by Tricia: Is this dated? Arent we all first State members then we designate our region?

d. The source or explanation of the regions hardship;

e. The intended use of the grant money by the region;

f. Whether the intended use of the grant money is advantageous for the entire region;

g. Whether events and strategies are consistent with WLAMs mission and 5 Year Plan;

h. Whether the regions plan demonstrates reasonable attempts at obtaining new financing sources (e.g., increasing membership dues);

i. Whether the submitted budget demonstrates that expenses will benefit a wide range of regional members and not individual members;

4. Regions that receive a hardship grant must submit a follow-up form to the State Treasurer one year after receipt of the grant.Comment by Tricia: Do we have a form? Can we explain a little about what kind of follow up is desired?

Minimum Standards For Region Formation And Ongoing Funding

A new WLAM Region may be formed when a group of lawyers are interested in creating a presence in their community to promote the mission of WLAM and there is no current WLAM Region serving that community or the current Region is too large to adequately serve the needs of the proposed Region.

The following outlines the roles and responsibilities of the State versus the Regions and sets forth minimum requirements of the Regions to ensure continued funding by WLAM:

WLAM State Board to Provide

New or Current Region to Provide

Mutually approved mappable territorial limits

Viability for a set period of time (New regions)

Membership rolls for each region

Names and addresses of regional officers/leaders

Funding, depending upon numbers from the region/25% of dues

Savings/Checking account (if funds are to be forwarded from state). Quarterly Treasurers Reports will be submitted with the final Completed Treasurers Report. Due before August 1 of each year in order to receive funding.

Model bylaws to help new regions

Bylaws to model state, but make provisions for local information. Copy of region Bylaws shall be sent to the WLAM Executive Director.

Web site. State offers hosting and will negotiate with region on local needs.

Work with state to build web presence through current site. Regions shall post all region events to the web calendar in a timely manner to enhance visibility.

Monthly E-newslettersComment by Tricia: ?? Are we doing monthly newsletters?

Regions may include regional information by submitting material to the Administrative Manager by the first of month for that month's issue.

Use of Constant Contact for Regional InformationComment by Tricia: Is this accurate?

Available for use by region for communicating to local members via e-mail with templates for design purposes.

Administrative support

Ongoing member programs. A completed Activity Plan for upcoming program year to be submitted by August 15 each year.Comment by Tricia Dennis: To whom?

Leadership Training and/or Board Training (as requested)

Completed Treasurers Report must be submitted the State Treasurer annually by August 1 in order to receive funding for upcoming year.

Grant funding for special programs

Annual Program Report submitted as requested.

Other negotiated items

Regional growth outside existing boundaries

The State Board will review and provide a determination of approval add a Region within month of the completed plan being submitted.

Members who wish to create a new Region must contact current WLAM members in the designated area(s) to learn of their interest in joining with and/or creating their own region and set forth in the plan the projected number of members that will actively participate in the new Region. The plan must also set forth estimated member losses in any existing Region(s).

The written plan for a new Region must include:

1. The name and contact information of the provisional new Region Chair and all members of the new Region committee, including provisional Regional President, Treasurer and Secretary.

2. How the new Region committee will contact members and non-members and otherwise publicize the expansion.

3. A draft of a letter or other public communication to be signed by State President explaining the expansion and inviting membership.Comment by Tricia: Do we have a draft letter to put in Forms?

4. A list of programs for the upcoming year taking into consideration the new territorial limits and the boundaries of existing Regions.

Upon approval of the new Region by the State Board, the new Region Chair must deliver a monthly written status report to the State President outlining progress on the Plan.

Transfer of Financial Records

All outgoing State and Regional Treasurers must timely file the Annual Financial Report no later than . By June 30th, she must transfer all financial records, bank account information, financial policies, contracts, bank signatory cards, and all other authorities necessary to carry out the duties of Treasurer to the incoming Treasurer.

Technology & Communications

FOCUS Appointment of Editor-in-Chief

DESCRIPTION:

1. The editor-in-chief of FOCUS will be appointed by the board of directors to a two-year term.

2. The editor is given a formal review by the board every two years. This is based on the criteria outlined in the letter of agreement. More frequent reviews may be conducted as deemed necessary by the board. The editor will be expected to follow usual procedures for submitting board reports as these come due.

3. Two years prior to the end of the six-year term, a call for journal editors will be made by WLAM. The current editor may re-apply if he/she wishes to be considered for a second six-year term.

4. To aid in transition, the new editor will be appointed one year before the end of the two-year term.

Logo

DESCRIPTION:

1. The designed logo is the official logo of WLAM.

2. The WLAM logo must appear on all national WLAM publications

3. The WLAM logo may be used by regions, and the name of the region is to be imprinted underneath. The WLAM logo must be used for all formal activities of the region.

Position Statements: Review and Endorsement

DESCRIPTION:

1. Board of Directors will review and endorse position statements submitted from WLAM committees or special task forces.

2. The recommended format for position statements is:

a. Title

b. Summary or Abstract

c. Background and Rationale

d. Recommendations and Future Implications

e. References

3. Committees and special task forces developing position statements specific to WLAM or the legal profession will consider the following points prior to submitting the document for board review and/or endorsement:

a. Document was developed and reviewed by individuals with expertise in the area, the majority of who are WLAM members.

b. The recommendations, positions and conclusions are based on review and synthesis of credible evidence, as appropriate to the content.

c. The recommendations and conclusions are in congruence with WLAMs mission, strategic plan, and any existing position statements.

4. The committee or special task force board liaison will forward request for board review or endorsement to the President.

5. Board of Directors will consider the following points in the review:

a. Recommendations and conclusions are in congruence with WLAMs mission, strategic plan, and existing position statements.

b. Recommendations, positions and conclusions are prepared by qualified experts, based on review and synthesis of credible evidence, as appropriate to the content.

c. Appropriate disclosure of potential conflict of interest is provided.

d. Development, content and distribution are uncompromised by commercial support or involvement.

6. The board will consider the action item from committee/special task force in the form of a motion.

PRESS RELEASE

DESCRIPTION:

The approval process with respect to all press releases is critical to ensure compliance with any and all WLAM policies and to maximize the effectiveness of communications to the key parties involved. The objective is to ensure accuracy and consistency of information, so that no misleading information is communicated to the public or legal community.

Responsibility: Communications Chair and WLAM President

Drafting of Press Releases: All press releases shall be drafted by the WLAM communications committee with support as appropriate from the Board, Executive Director, and other appropriate Committee Chairs. Each draft of a release must be individually numbered.

Approvals: Once initial research is completed and a draft created, it is mandatory that all press releases be formally approved by the Communications Chair and President.

Retention of Supporting Documentation: A copy of each of the approving emails, a final copy of the press release, and all supporting documents must be kept on file in the WLAM office. If the release contains quotes from individuals or references a third party, their approval must be kept on file. If it relates to a contract, a copy of the approved contract must be kept on file.

Dissemination: After all necessary approvals are obtained and recorded on the Press Release Check-List, the office of WLAM shall determine where and when to distribute the news. Public releases shall be distributed promptly to the membership through email and posted to the WLAM web site.

Publications

DESCRIPTION:

1. List of Publications

a. Journal-WLAM will publish a journal. The title of this official publication is the FOCUS. The Journal is published quarterly. The issues will be numbered as volume (year) and number of issue. The journal will have an editor in chief and if needed, an assistant editor, contributing editors and a review board.

b. Newsletter-WLAM publishes an e-newsletter in Constant Contact monthly.

c. Dues paying members receive these communications as part of their member benefits at no charge to them.

Publications: Requests to Reprint Publications

DESCRIPTION:

1. All requests to WLAM to reprint WLAM publications are to be handled by the Board of Directors.

2. Requests are to be handled as per board guidelines.

Guidelines:

1. No approval for volume reprints.

3. When approval is granted, it is to be agreed by the requester that WLAM will receive recognition.

4. Any uncertainty regarding granting a reprint should be discussed with the president.

Publication Permissions for WLAM Copyrighted Materials

DESCRIPTION:

1. Original authors will be given permission to use what they developed for WLAM copyrighted material at no charge. However, non-original authors will be charged a permission fee to use the material.

Guidelines:

A. All requests may be subject to Board review, allowing WLAM to control the usage of its materials, even by original authors.

B. All materials used must state: Author (date). In WLAMs (source). Used by permission.

C. Fee structures for non-original authors will be based on current industry standards.

Publication Permissions for non-WLAM Copyrighted Sources

Fee Payment Responsibilities

DESCRIPTION:

WLAM recruits volunteers to author publications which are owned by WLAM. Some materials are being used from other publications and require a fee for WLAM to use. WLAM will be responsible for all such fees, not the volunteer author.

Guidelines:

1) Volunteer authors will be given instructions in requesting permissions, when a required source is not their original work.

2) Authors are encouraged to use original work when possible and only rely on non-original work for gold standard materials.

3) The book or project editor will have the ultimate say in whether requested material justifies purchasing of the permission.

4) In developing a project/book, the budget should provide resources for permission payments. The amount will be determined by the editor and publisher.

Web Page

DESCRIPTION:

I. Web Home Page

A. Statement of Purpose:

WLAM is committed to making use of the technological advances in communication that further the Associations mission to promote the profession of, to provide a resource for information on matters related to and to support the needs of women in the legal profession.

B. Objectives:

1. Encourage membership and participation in WLAM;

2. Market WLAMs products and services;

3. Facilitate communication among staff, the board, committees, and members regarding WLAM business and members/users requests;

4. Facilitate communication among staff, the board, committees, and members regarding WLAM business and members/user requests;

5. Organize and disseminate information to meet the professional practice needs, educational requirements, and networking opportunities for members of WLAM; and

6. Coordinate Internet access information for members and nonmembers.

C. Access

WLAM will maintain a home page open to all users, members, and nonmembers. A members only section will contain information considered a member benefit (e.g., the membership directory) that will not be accessible to non-members.

D. Location

1. The WLAM home page will be housed at a server identified by WLAM Staff.

2. The contract with the server service will be evaluated before each renewal for cost, services, and compatibility for WLAMs web site philosophy and needs. The contract may be evaluated at any time if the Board of Directors determine the server service does not meet the goals and needs of the site.

E. Maintenance

1. The WLAM home page will be maintained by staff and the Communications Committee. Freelance webmasters may be utilized if contract work meets the needs of the web plan and the Internet budget.

2. WLAM staff will develop, evaluate, and modify the Web Maintenance Plan yearly in light of the strategic plan and budget.

3. The staff of WLAM under the direction of the Executive Director will be responsible for general management of the WLAM home page. All substantive additions or changes will be made as appropriate.

4. The board of directors will review any issues pertaining to the applicability of information to be published on the home page or significant policy changes.

G. Hyperlinks

1. Policy

WLAM supports the policy that whenever possible, there will be mutual consent between site owners when hyperlinks are created. Sites hyperlinked to or from the WLAM home page will be evaluated according to the following criteria:

a. The philosophy and goals of the organization or owner are relevant to the purpose and mission of WLAM and do not pose any potential conflict of interest;

b. The content coverage is comprehensive, with emphasis on the current and credible data; the date of posting should be indicated;

c. Ownership is prominently and fully disclosed, as is any sponsorship, advertising, underwriting, or other funding arrangements;

d. Authors, contributors, their affiliations, and relevant credentials are provided;

e. Hyperlinks will be listed in the web page in alphabetical order.

2. Procedure

If a request for establishing a hyperlink is sent to WLAM, staff will send a reply to the requesting organization asking:

Are you a for profit organization? Are you a non-profit organization?

What is your mission and philosophy?

How will your organization benefit from WLAM linking to your site?

How will WLAM benefit from linking to your site?

Is our site currently linked to your site?

Will you please respond promptly? Please include the list of your Board of Directors.

If a request for establishing a hyperlink clearly meets the above criteria, the URL will be incorporated into the hyperlink list.

c. If the request for establishing a hyperlink does not meet the above criteria, staff will notify the board liaison for further review and determination.

H. Products and Publications

WLAMs home page will function as a marketing tool for the Association and membership.

I. Advertising

1. Policy

a. WLAM will allow internal and external advertising on the home page.

b. Advertisements on www.womenlawyers.org will be

congruent with the philosophy of WLAM,

meet the needs of all web users,

positively reflect the mission of WLAM, and

Meet the goals of WLAMs Marketing Plan.

c. Advertising on the web page will adhere to the marketing plans goals and objectives of the mission of WLAM.

d. Staff will address web page advertisement, yearly, when developing, evaluating, or modifying the marketing plan.

2. Procedure

a. If a request for advertising is sent to WLAM, staff will evaluate

the request based on:

WLAM advertising policy,

Marketing Plan goals and objectives,

The proposed financial contract and expenses,

Space available on the web page, and,

The advertising organizations response to the following questions:

i) Are you a for profit organization? Are you a non-profit

organization?

ii) What is your mission and philosophy?

iii) How will your organization benefit from advertising on

www.womenlawyers.org.

iv) How will WLAM benefit from your advertisement?

v) Will you please respond promptly? Please include the list of your Board of Directors and their credentials.

b. If a request for advertising clearly meets the above criteria, staff will

notify the board liaison for further review and determination.

c. All advertising will have final approval from the board of directors.

d. All advertisements will be reviewed quarterly for Content, Quality, Applicability, Space requirements, and Contract deadlines.

DESCRIPTION

Newsletter Editor

REPORTS TO: Board of Directors via Board Liaison

DESCRIPTION: Appointed/reappointed by the board every two years in the spring with formal reviews conducted at two-year intervals.

PURPOSE: Oversees the overall content and quality of newsletter. Coordination with WLAM office for printing. Overall coordination of column editors.

REVISED:

RESPONSIBILITIES:

1. See Section V, Generic Committee Chair Position Description.

2. Develops production schedule in coordination with WLAM office and publication timeline.

3. Publishes and disseminates above schedule to column editors, board liaison, and president.

4. Develops timeline of materials that are mandatory for publication in certain issues.

5. Establishes and distributes guidelines for column editors.

6. With managing editor and staff, determines regular features which may include some or all, but is not restricted to the following (except as noted):

a) Regular Feature 1

b) Etc

7. Develops copy for

a) Feature stories 1

b) Members in the News

c) News briefs

d) Educational opportunities

e) Calendar of Events

8. Sends reminder notices to column editors to follow-up when material has not been submitted on time.

9. Communicates with WLAM office regarding existence of advertisements for upcoming issue.

10. Edits all materials.

11. Compiles copy and submits to WLAM office four weeks in advance of mail date. Coordinates with WLAM office regarding placement of:

material submitted by WLAM office, logos, photographs, camera-ready advertisements.

12. Proofs galleys and page proofs.

13. Reviews complimentary copy list annually.

DESCRIPTION

TITLE: Newsletter Assistant Editor

REPORTS TO: Editor-in-Chief

DESCRIPTION: Appointed/reappointed by the editor-in-chief every two years.

PURPOSE: Assists editor with publication of the Newsletter

REVISED:

RESPONSIBILITIES:

1. Upon receipt of (production) schedule established by publisher, determines schedule for submission of manuscripts by contributing editors.

2. Reviews column material from contributing editors according to established schedule and edit copy as needed:

3. Communicates with contributing editors when material has not been submitted on time.

4. Submits column manuscripts to editor-in-chief prior to the submission date established by the publisher. Updates front matter and back matter as needed.

5. Proofreads galley proofs against submitted copy. Corrects as needed and returns according to publishers deadline.

6. Reviews corrections made on authors proofs with production editor as needed.

7. Proofreads page proofs. Verifies galley proof changes against page proof changes.

8. In close collaboration with editor, assists column editors in identifying priority topics for their respective columns.

DESCRIPTION

TITLE: Publication Editor-In-Chief

REPORTS TO: Board of directors via board liaison

DESCRIPTION: Appointed/reappointed by the board every two years.

PURPOSE: Oversees the overall content and quality of the Quarterly Newsletter. Overall coordination of manuscripts and content.

REVISED:

RESPONSIBILITIES:

1. See Section V, Generic Committee Chair Position Description.

2. Solicits manuscripts from potential authors.

3. Answers all query letters.

4. Reviews all submitted manuscripts.

5. Sends manuscripts to reviewers. Calls reviewers if material is not returned on due date.

6. Sends letter to author acknowledging receipt of manuscript.

7. Edits all manuscripts accepted for publication.

8. Summarizes reviewers comments and suggestions for the author.

9. Returns manuscript to the author with a letter explaining review and deadline for

re-submission if manuscript was accepted for publication.

10. Writes an editorial for each issue, or assigns guest editor.

11. Assembles journal content and sends to publisher according to the publishing schedule.

12. Chairs Editorial Board meeting at annual conferences with publisher in attendance and submits report to board liaison and Editorial Board members.

13. Establishes guidelines for assistant and contributing editors, authors and the Editorial Board.

14. Appoints replacement members for the Editorial Board and assistant editors as needed. Solicits recommendations from Editorial Board members, WLAM Board, and newsletter editor.

15. Attends INANE meeting each year when finances allow and submits report to board liaison.

16. Attends WLAM annual fall board meeting.

By-Laws, Policies and Procedures

Legal Affairs, Legislative & CRECCandidate Rating and Endorsement Committee (CREC)

The primary purpose of the WLAM Candidate Rating and Endorsement Committee is to assist the WLAM Board of Directors in endorsing or rating candidates running for election for judicial and quasi-judicial offices, or seeking appointment to such offices.

A. The CREC

The CREC has three main functions:

1. To create and revise evaluation materials including candidate/appointee questionnaires and interview questions.

2. To review candidate/appointee application materials, conduct interviews and background checks, interface with regions about candidates/appointees, and make recommendations to the WLAM Board of Directors.

3. To recommend to the WLAM Board of Directors changes in the WLAM Bylaws and Operating Procedures relating to CREC activities when necessary or desirable.

B. Committee Membership

WLAM members are welcome to participate in CREC activities. To join the CREC, a member may indicate his or her interest on the annual dues statement for the current year or send an email to the State President. Membership on the CREC is at the sole discretion of the State President and may be denied for any reason.

The Administrative Manager will maintain a current roster of the CREC. The CREC roster is available only to WLAM members and should not be distributed outside of the membership of the CREC and those WLAM members as may be determined by the State President as having a need to know.

C. CREC Meetings

CREC members will be contacted at the beginning of each rating or endorsement cycle by the State Chair. The notice should include a reminder of their membership on the Committee, a description of the races to be held that season and a reminder that in order to participate on the Committee, the member must remain neutral with respect to any candidates that elect to participate in the process. The letter should also invite committee members to disclose if they will be supporting a candidate or otherwise believe themselves to be unqualified to serve on the Committee. CREC members may not rate or endorse candidates for which they are offering monetary or in kind support as that would give rise to an impermissible conflict of interest; however a CREC member that is supporting one or more candidates, upon the approval of the State Chair, may still participate on the CREC so long as the CREC member recuses herself from those races in which she has a conflict of interest.

Notice of CREC meetings should be provided at least one week prior to a meeting of the CREC and may be in the form of email, telephone call, or text.

D. Disqualification of Committee Members.

All CREC members serve at the sole discretion of the State Chair. The role of the CREC is sensitive, and as such, the State Chair is given broad authority and has the ability to disqualify any CREC member for any circumstance that gives or may give the perception of bias in the ratings and endorsement process. In addition, certain factors will be grounds for automatic disqualification from participating in the endorsement process without possibility of waiver:

The member is a candidate or potential appointee.

The following factors are grounds for disqualification from participation in the CREC, but may be waived by the State Board, where the potential CREC member is:

Associated in the practice of law with a candidate or potential appointee.

A campaign manager or the equivalent for a candidate or potential appointee.

A person who is married or stands in an immediate family relationship to a candidate or potential appointee.

Disqualification applies at the time the CREC is carrying out its endorsement responsibilities, including all activities conducted up until the time an endorsement is made or a decision has been made not to rate or endorse the candidate. Once the endorsement is released, a CREC member may participate in any campaign, regardless of whether or not the candidate was endorsed by WLAM.

E. Choosing to Endorse or Rate.

Upon approval of the majority of the State Board, the CREC may choose in advance whether it will rate or endorse any candidate in any race.

1. Elected positions. The CREC may, but need not, endorse at least one candidate for each judicial or quasi-judicial position.

2. Appointed positions. The CREC may, but need not, endorse or recommend at least one potential appointee for each judicial, quasi-judicial or any other partisan, appointive position.

The CREC is not obligated to endorse any candidate and may decide not to make an endorsement for a particular position.

All CREC decisions to recommend an endorsement or rating of a candidate or appointee are decided by a majority vote of the CREC members present.

F. The Interview Process

The candidate interviews are central to WLAM's endorsement process. Good interviews require careful preparation and advanced planning.

The CREC Chair(s) is/are responsible for scheduling CREC interviews and notifying both the candidates and CREC members of the date, time, and place. Because the proceedings are confidential, candidates should not be given the schedule for anyone but themselves.

Schedules generally are arranged to allow for interviews of approximately 15 to 30 minutes.

All candidates for the same position should have interviews of about the same length and must be interviewed by the same group of CREC members. It is important to maintain consistency in questions, follow up inquiries, and participation such that there can be no grounds for bias in the process.

Subject to time constraints and confidentiality requirements, the candidates questionnaire and writing samples should be reviewed by all CREC members participating in the interview prior to the interview.

The CREC must conduct confidential background checks on each candidate requesting WLAM's rating or endorsement prior to the interviews.

The CREC may endorse or rate a candidate who has requested endorsement or rating, even if the candidate cannot attend the interview, so long as the CREC determines it has sufficient information available to make a decision.

Candidate interviews may occur by videoconferencing or conference call at the discretion of the CREC chair.

G. CREC Evaluation Criteria.

The CREC must make any rating or endorsement without regard to sex, party affiliation, religion, national origin or age. The decision must be based on:

1. Professional qualifications, including such factors as scholarship, analysis, judgment, clarify of expression, trial experience, integrity, honesty, judicial temperament, health and reputation; and

2. A demonstrated interest in advancing the cause of women, in general, and women in the legal profession.

H. Confidentiality.

The CREC Chair must instruct CREC members and each candidate interviewed that the CREC Interview; including materials submitted to the CREC, and all deliberations and votes are confidential. The only information that will be disclosed is the announcement of ratings or endorsements.

I. Making Endorsements and Ratings.

Following the completion of all interviews for a given race, the CREC begins its deliberations for endorsement or ratings. Two factors are critical:

1. Endorsements must be made solely on the basis of the WLAM evaluation criteria. Evidence to he considered includes the candidate's questionnaire and writing sample, the interview, background check information, information reported by the Region, and any other first-hand knowledge committee members may have about the candidate; and

2. All deliberations of the CREC are confidential.

J. Ratings.

Each candidate, for either elected or appointed office, will be given one of the following ratings: Outstanding, Highly Recommended, Recommended, Not Recommended, or No Rating. The ratings are defined as follows:

1. Outstanding: to be rated ''outstanding" the candidate must exhibit exceptional qualities for judicial service. The candidate must have excellent legal ability, wide experience, wisdom intellect, insight, impartiality and judicial temperament. The candidate should have generally participated in numerous civic, charitable, religious, and political activities in the community and professional bar organizations. The candidate should be acclaimed in the legal community as affirmatively espousing the position of all women in society and a demonstrated record of advancing women in the legal profession.

2. Highly Recommended: to be rated ''highly recommended" the candidate must exhibit superior qualities for judicial service. The candidate must have demonstrated excellence in legal ability, wide experience, wisdom, intellect, insight, and impartiality. The candidate should have generally participated in civil, charitable, religio

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